Connect Google Calendar to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat books directly into Google Calendar. It reads live free and busy times and writes the booking onto your calendar through Google Calendar’s API, on WhatsApp, Instagram, web chat and every other channel your customers use.
Customers message to ask for a time: “free tmr after 6?”, “can I move Thursday to next week?”, “what slots do you have on Saturday?”. If your diary is a Google Calendar, AeroChat can answer those messages from the calendar itself. It checks when you or your staff are free, offers times, books the one the customer picks and moves or cancels it later, all inside the WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email chat the customer started.
This page covers what you can do with the two connected, how the connection works, and recipes you can paste into AeroChat.
What you can do with Google Calendar and AeroChat
- Book appointments from a chat message. AeroChat checks the calendar, offers up to three free times and adds the booking to the right calendar.
- Reschedule and cancel within your policy. The customer moves or cancels in the same chat, and the calendar event changes with it.
- Book a named staff member or room. Give each person or room their own calendar, and AeroChat only offers times when the right ones are free.
- Answer “do you have anything on Saturday?” AeroChat reads free time from the calendar and replies with real slots, not a request to call.
- Take a deposit before the slot is held. Pair the calendar with a payment link so a time is booked only once it is paid for.
- Send reminders through the calendar. Calendar events can carry the customer’s email, so Google Calendar’s own invitations and reminders reach them.
- Answer “when is my booking?” AeroChat finds the customer’s upcoming event by the phone number they are messaging from and replies with the date and time.
What it looks like on WhatsApp
Customer: Free tmr after 6? Need a 1 hour massage. (example)
AeroChat: Yes. Tomorrow has 6:00pm or 7:30pm. Which works for you?
Customer: 7:30
AeroChat: Done. You’re booked for a 1 hour massage tomorrow at 7:30pm. Could I have your email for the calendar invite?
In Google Calendar: a new event appears tomorrow from 7:30pm to 8:30pm with the customer’s name, phone number and service.
Customer: Can I move Thursday to next week? (example)
AeroChat: Sure. Next week has Tuesday 3:00pm or Friday 11:00am. Which would you like?
Customer: Friday.
AeroChat: All moved. Friday 11:00am, same service.
In Google Calendar: the Thursday event moves to Friday 11:00am. No second event is left behind.
Customer: What slots do you have on Saturday? (example)
AeroChat: Saturday has 10:00am, 1:30pm and 4:00pm free. Would you like one of those?
In Google Calendar: nothing changes. AeroChat read the free time on the booking calendar.
Works on every chat channel
Your customers message you wherever they already are. The same Google Calendar connection and the same workflows run on every channel AeroChat supports, and Google Calendar stays the record whichever one they use.
| Channel | What your customers can do |
|---|---|
| Message your WhatsApp Business number to find a free time, book it or move it. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through Google Calendar’s public API. With your permission, it reads free and busy times on the calendars you choose, and it creates, updates and deletes events on them. It does not need access to calendars you do not use for bookings.
- What AeroChat reads from Google Calendar: free and busy times and existing events on the calendars you choose.
- What AeroChat writes to Google Calendar: new events, moved events, cancelled events, and the customer’s email as a guest when you ask for it.
To connect, you describe the workflow in your own words, for example “when a customer asks to book, check my calendar and offer three times”. AeroChat builds the workflow from that description. When it needs the calendar, it asks you to connect your Google account, and you approve the access on Google’s own screen. There is no key to copy and nothing to install.
Any credentials are entered in the AeroChat dashboard and never pass through the conversation. Google documents what the API can do in its Google Calendar API overview.
Workflows to copy
Seven ready-made workflows for Google Calendar. Copy one into AeroChat, connect your Google account, and it runs on every channel.
1. Book an appointment from a chat message
Copy this into AeroChat
When a customer asks to book an appointment, ask which service they want and the day and time they prefer. Check our Google Calendar for a free block long enough for that service within our opening hours, for example 9am to 6pm on weekdays (example). Offer up to three times closest to what they asked for. When they choose one, ask for their name and email, add the appointment to the calendar with their name, phone number and service, and confirm the date, time and address. If they ask for something we do not offer, hand the conversation to a team member.
2. Reschedule or cancel an appointment
Copy this into AeroChat
When a customer asks to move or cancel an appointment, find their upcoming appointment in our Google Calendar using the phone number they are messaging from. Confirm the date and time with them. To move it, offer up to three free times of the same length and update the event when they choose. To cancel, delete the event and confirm. If the appointment is less than 24 hours away (example), tell them our late-change policy and hand the conversation to a team member if they ask for an exception.
3. Book a named staff member or room
Copy this into AeroChat
When a customer asks to book, ask which service they want, whether they have a preferred staff member, and the day and time they prefer. Each staff member and each room has their own Google Calendar, for example Anna, Ben and Room 1 (example). Check that the staff member and a suitable room are both free for the full length of the service and offer up to three times. When they choose, add the event to that staff member’s calendar and the room’s calendar, and confirm who they will see and when. If they have no preference, offer whoever is free.
4. Answer “do you have anything on Saturday?”
Copy this into AeroChat
When a customer asks what is free on a day, check our Google Calendar for free blocks on that day within our opening hours, for example 10am to 5pm on Saturdays (example). Reply with up to three real times that fit the service they want. If nothing is free, offer the closest times on the next open day. If they pick one, book it as in our booking workflow.
5. Take a deposit before the slot is held
Copy this into AeroChat
When a customer books a service that needs a deposit, tell them the deposit amount before you book, for example 50 (example) in our currency. Send an Airwallex payment link for the deposit in the chat. Add the event to our Google Calendar only once the payment is confirmed, then confirm the booking and say the deposit comes off the final bill. If the payment is not completed within 30 minutes (example), tell them the time may no longer be free and offer to check again.
6. Send reminders through the calendar
Copy this into AeroChat
When you book an appointment, ask for the customer’s email and add it to the calendar event as a guest, so Google Calendar sends them the invitation and its own reminders. Put the service, our address and our phone number in the event description. If they would rather not give an email, book the event without a guest and confirm the details in the chat.
7. Answer “when is my booking?”
Copy this into AeroChat
When a customer asks when their booking is, find their upcoming event in our Google Calendar using the phone number they are messaging from. Reply with the date, time and service. If you cannot find it, ask for the name the booking is under. Never share another customer’s details.
Change the opening hours, notice period and policy to your own before you paste them.
Who uses it
These industry recipes run on Google Calendar:
- Spa booking with therapist, room and deposit
- Spa rescheduling and cancellation
- Salon booking with the client’s stylist
- Dental appointment booking
- Property viewing booking
- Home service booking by area and time window
What stays in Google Calendar
Your calendar stays the record. Every booking AeroChat makes is an ordinary event you can see, edit or delete in Google Calendar, on your phone or computer. AeroChat handles the conversation: it asks the questions, offers the times and confirms the result. If you block out a lunch break or a day off in the calendar, AeroChat stops offering those times straight away.
WhatsApp workflows that use Google Calendar
These end-to-end WhatsApp workflows run with Google Calendar behind them. See them all in the WhatsApp workflows library.
- WhatsApp Admissions and Course Enquiries
- WhatsApp After-Hours Replies That Book the Next Step
- WhatsApp Appointment Booking Connected to Your Calendar
- WhatsApp Appointment Reminders With Replies Handled
- WhatsApp Booking Deposits Paid Before the Slot Is Confirmed
- WhatsApp Click-to-WhatsApp Ads: Answer and Log Every Lead
- WhatsApp Customer Onboarding Tracked in HubSpot
- WhatsApp Job Applications Screened Into Airtable
Questions
Does AeroChat work with Google Calendar?
Yes. It connects through Google Calendar’s public API. You connect your Google account and approve the access, and AeroChat reads free times and creates, moves and cancels events on the calendars you choose.
Can customers book appointments through WhatsApp?
Yes. A customer asks in WhatsApp, Instagram or Messenger, AeroChat offers free times from your calendar, and the booking appears in Google Calendar when they pick one.
Do I need a developer?
No. You describe the workflow in your own words or paste one of the recipes on this page. AeroChat builds it as a draft and shows a checklist, which includes connecting your Google account.
Which plan do I need?
Workflows via Skills are on every plan. Choose the plan by how many messages you expect: Starter includes 500 AI responses a month, Growth 2,000 and Advanced 5,000. If you want to take a deposit by payment link as part of the booking, payment links are included from the Growth plan.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
Start booking from chat
Paste the booking recipe, connect your Google account, and message your own number asking for a time tomorrow.
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